\chapter{Case Study}
\section{About The Institution}

Udayana University, abbreviated as UNUD, is one of public universities in
Indonesia located in Bali, island with area 5.632 km$^2$ and population
approximately 3.9 millions people. UNUD is the oldest public university in Bali.
UNUD existence began from Faculty of Letters on September 29,1958, which was a
branch of University of Airlangga from East Java. This Faculty became an embryo for
official establishment of Udayana University on August 17, 1962.

% in which legally established since August 17, 1962.
% Previously, the precursor of UNUD already exists, Faculty of Letters, since September 29, 1958,
% which was a branch from other university. This Faculty became an embryo for
% official establishment of Udayana University.\addFigure{width=0.9\textwidth}{figure/eps/bali.eps}{fig:bali}{Bali Map and
it's location in Indonesia Archipelago}

Currently, Udayana University has 12 Faculties and 1 PostGraduate Programme
with approximately 19.000 students in total. Arround 8\% are international
students. It's campus place spread in three locations. The main campus, Bukit
Jimbaran, located 25 kilometers to the south of Denpasar, the capital city of
Bali. It is relatively new campus, since 1986, which is set in large complex and
designed like a town. The main office, university library, research instituteand some of the faculties and departments located in this campus. Mostly thebachelor programmes take place there. The campus is close to  Ngurah RaiInternational Airport, 10 minutes drive from the airport.
The Sudirman campus is in the heart of Denpasar, located within easy distance of
major sights of the city. It is home for postgraduate programmes, faculty
of medicine and health science and faculty of veterinary medicine. Here we can
find a modern way of learning through satellite through Global Development
Learning Network (GDLN) coordinated by WorkBank, which allow students to access
the distance tutorial and conference with other educational institution in
Indonesia and overseas. This resource also houses radio station and internet
services.
The last campus is Nias, located in Nias Street. It was the first campus built 
in the early development of the university. It is now place for the faculty of
letters, faculty of law and postgraduate programmes of cultural studies.  

\addFigure{width=0.5\textwidth}{figure/eps/unud-location.eps}{fig:unudloc}{Three
UNUD Campus (A) Bukit Jimbaran, (B) Sudirman, (C) Nias}

As an educational organization, Udayana University has vision to be able to
compete with other higher education institutions, nasionaly and internalionally
, and deliver an eminent, independent and cultured human resources. To achieve
the organization's vision, the development of Udayana University will be carried
out gradually and sustained based on the institutional development roadmap. The
themes are managing the institution capacity building, educational reform and
best practices. One step of the development is become a world class  university
based on culture in ASEAN level in 2021 as part of ASEAN University Network
criterias. To do so, UNUD will use the 50$^{th}$ (gold) anniversary in 2012 as a
milestone where capacity building of the organization must be completed. In that
year, UNUD will change the institutional form into a \emph{Public Service Agency
- BLU}.
To support the institution goals, since 2005, UNUD has a
development master-plan for 2005-2015, and put Information and Communication
Technology (ICT) as one of the importance parts in accordance to reach the
goals. As stated in master-plan, implementation of ICT in UNUD dominated by
non-technical factors such as leadership commitment, budget allocation, human
resources capability and organizational structure. Therefore, masterplan
outlined the strategy that should be implemented as follows;
\begin{itemize}
  \item Development of information systems conducted and managed independently
  		by one internal institution in Udayana University.
  \item Development of a basic framework as reference for data centers.
  \item Information systems will be developed gradually and consist of several
  		sub-applications. The application will be operated independently.
  		However, the system is not standalone, rather an integrated system.
\end{itemize}

Following are three stages of information system development planning outlined
in the masterplan namely the short-term plans, medium-term plan, and long-term
plans:

\begin{enumerate}
  \item Short-term plans : year 2005 - 2007
  \begin{itemize}
    \item Establishment of an expert team that will realize the development of
    	  UNUD information systems
    \item Implementation of the survey, mapping, and a review of existing
    	  conditions
   	\item Redesign UNUD web-site for the publications and  interactive phases
   		implementation
   	\item Installation of LAN (Local Area Network) in all majors and faculty
   	\item Installation of an integrated Internet connection
   	\item Wireless connection to link all three campus locations.
	\item Increase human resource capability in the field of ICT through training.
  \end{itemize}

  \item Middle-term plans : year 2008 - 2010
  \begin{itemize}
  	\item Development of network infrastructure, applications, and information
  		systems
  	\item Integration of network, applications, and information systems
	\item Development of UNUD web-site for transaction phase
	\item Development of Hot-Spot/Wi-Fi points at strategic locations
	\item Planning and implementation of the Bali Information Center
	\item Increase human resource capability in the field of ICT through training.
  \end{itemize}

  \item Long-term plans : year 2011 - 2015
  \begin{itemize}
    \item Integrated Information and Communication Systems
    \item Maintenance of information systems
	\item Improve security of information systems
	\item Increase human resource capability in the field of ICT through training.
	\item information systems improvement to deal with technological advances
  \end{itemize}
\end{enumerate}

Since 2006, University boards begun to provide a high priority in ICT
development and implementation, both organizational structure and ICT
infrastructure. Since that, UNUD received funding support from several sources
for the development of ICT, namely Competitive Grant Program (PHK) INHERENT K-2
from DIKTI, Grant from banking Company (Bank Mandiri), selft funding and PHK TIK
K1 in 2008. Therefore, in the beginning of 2007, UNUD already has facilities
that include an integrated network infrastructure, application and information
systems.

In organizational structure, since 2006, UNUD has established a special
division deal with ICT development and implementation, namely \emph{Divisi Informasi dan
Komunikasi - Divinkom} in which initially handle PUSKOM and GDLN. PUSKOM is a
university supporting unit where deal with development and implementation of
information systems, and GDLN focus on infrastructure and telecomunication
system. Along with the time, the structure was refined to fit the needs. Since
early 2011, new organization structure for IT division was applied, as can be seen from Figure
\ref{fig:it-org}

\addFigure{width=1\textwidth}{figure/eps/divinkom-org.eps}{fig:it-org}{New
Organization Structure for IT Division}

In 2009, UNUD published a white book contain a road map\footnote{White-Book of
Udayana University, General Policy and Roadmap of UNUD development. Maybe this
is the refined version from previous one - need to be confirmed} of the
organization which outlined stages of the institutional development and set year
2012, 2017 and 2021 as the destination point for each stage.

A brief overview about organization in Udayana University can be seen from
Figure \ref{fig:unud-org}, especifically units that will play alot with ICT.

\addFigure{width=0.7\textwidth}{figure/eps/unud-org.eps}{fig:unud-org}{Udayana
University Organization Overview}

Following are list and short description of units showed in Figure
\ref{fig:unud-org};
\begin{itemize}
	\item \textbf{IT Division} : this division focus on ICT development and
		implementation supporting the organization works including network and
		application support. Under this division, there are 4 sub units as
		follow;
		\begin{itemize}
			\item \textit{UPT. Puskom} : this sub unit responsible for developing and
			implementing information systems (applications) that support the
			organization.
			\item \textit{GDLN} : this unit responsible for communication and
			socialization in organization as well as teleconference and distance
			learning.
			\item \textit{Network Infrastructure} : this sub unit responsible for the
			availability of network infrastructure services. 
			\item \textit{Web - publication} : this unit responsible for development
			and maintenance as well as content management of the official website and
			email services.
		\end{itemize} 	
	\item \textbf{Finance Department} : focus on the financial part of the organization.
	\item \textbf{Planning / Budgeting Department} : this unit responsible for
		the overall planning / budgeting needed by the organization and handle the
		information statistic of the organization. Inline with the organization
		planning, there exists Planning Division that cooperate with this department. 
	\item \textbf{Academic Administration Department} : this unit responsible for
		the academic administration including students admission, administration as
		well as graduation.
	\item \textbf{Human Resource Department} : handling the academic and
		administrative staff administration in the organization.
	\item \textbf{Student Department} : deal with something related to student
	activities as well as the available scholarship for the students.
	\item \textbf{Physical Resource Department} : deal with all physical resources
		(asset) in the organization.
	\item \textbf{Institutes} : Practically, there are couples of institute exist
		in the organization. Some of the institute are Research Community
		service Institute, Quality Assurance Board etc.
	\item \textbf{Faculties} : There are exist 12 Faculties and 1 postgraduate
		programme in the organization.
	\item \textbf{University Supporting Unit} : units that exist for supporting the
		organization such as University Library, Language center, University press,
		and some laboratory.
\end{itemize}

\section{Existing System}
Within the last 5 years, UNUD has developed numbers of information
systems to support the organization, mostly in web-based applications. Those
systems can be separated into four groups: (1) Student administration related,
(2) Planing and Budgeting, (3) Resource Management, (4) University Supporting
Systems. Following are the existing systems with short description and their
functionalities.

\subsection{Student Administration related systems}
There are some systems for student administration process such as:
\begin{enumerate}
  \item \textbf{Academic Information System} - \textit{Sistem Informasi Akademik
  (SImAk)}. Since 2007, this system was implemented gradually into several
  faculties based on the similar behaviour of the curriculum model. Different
  behaviour was happen for Medical faculty, hence major adjustment of the
  system was needed to be done.\\
  \textbf{Purposes} : to manage academic activities of the students.\\
  \textbf{Functionalities} 
  	\begin{itemize}
  	  \item Students Management including IUD operation into the system as well
  	  as personal information of the students.
  	  \item Courses Management including course registration and grading system
  	  \item Report generator : semester based report for student academic
  	  progress, report of student academic transcript, attendance list form,
  	  courses statistics
  	\end{itemize}
  \textbf{Current Status} : Currently the system is used by the faculties staff
  for all processes. THe student can only see their personal information and
  academic progress without any possibility to register any course by them self.
  All faculties already utilized the system, except graduate programme.
  
  \item \textbf{Student Admission System}. To accelerate the enrollment process
  of new students, in 2010, the university changed how the enrollment process
  performed, by changing manual procedure into online process. For
  bachelor students, there are two types of students; Regular and
  Non-Regular, and both types treat differently for enrollment process. Regular
  bachelor students have two procedures, first one handled by national
  consortium in which this system was not used, second one handled by local
  committee in which this system was used along with student selection system.
  For non-regular students, a separated but similar system was used. Since 2011,
  online enrollment also applied for graduate students, but limited only for the
  early stages of the enrollment process. Hence we called `\emph{semi-online}`
  process.  \\ 
    \textbf{Purposes} : To record all necessary information from student
    candidates in enrollment process. \\ 
  	\textbf{Functionalities} 
  		\begin{itemize}
  		  \item Record personal information of candidates
  		  \item Record academic history of candidates
  		  \item Receive neccesary documents such as transcript, photo
  		  \item Record major that selected by candidates
  		  \item Generate payment PIN
  		  \item Generate report such as exam card, enrollment page, data statistic
  		  of candidates, attendance list.
	  	\end{itemize}
	  \textbf{Current Status} :
	  	
  \item \textbf{PMDK Student Selection System}. Since 2007, UNUD used offline
  version of this system and always be offline because it is only for internal
  purposes. \\ 
    \textbf{Purposes} :  The system is used selection process of outstanding
    student candidates, both in terms of academic achievement as well as
    sports and arts. The system was made to keep the information and
    selection process \textit{classified} to certain people only. \\
  	\textbf{Functionalities} 
  		\begin{itemize}
  		  \item Candidate Data Management including IUD operation
  		  \item Supporting Data Management including High School Grade list, Any
  		  academic, sports or arts achievements
  		  \item Grade calculation process based on specific criteria stated
	  		beforehand, Rank the candidate and select the candidates who pass the
	  		selection.
	  	  \item Generate report such as report to support selection process by the
	  	  committee, announcement for the selection result, data statistics.
	  	\end{itemize} 
	\textbf{Current Status} : This system already integrated with admission system,
	hence some data are received automatically.
    	
  \item \textbf{Students Graduation System} \\
  	\textbf{Purposes} :  Manage the preparation of graduation process including
  	the certificate data and ceremony\\
  	\textbf{Functionalities} 
  		\begin{itemize}
  		  \item Confirmation for Personal Information used in certificate
  		  \item Collect information needed for graduation ceremony
  		  \item Gathering resources such as valid photo for certificate
	  	\end{itemize} 
\end{enumerate}


\subsection{Planning and Budgeting related systems}
\begin{enumerate}
  \item \textbf{Students Payment System}. Since 2007, payment for admission and
  tuition fee was changed from manual receipts into semi automatic in which the
  students only need to go to the chosen bank and mention their student ID to
  pay their bill, or using internet banking or others bank channel. However,
  manual receipts still used in case of problems happen during payment
  period. 
  
  Many problem occured during implementation of this system since three and half 
  years ago, technical and non technical. At the beginning, we expect that
  with this approach, the payment process will be simple and less work
  than manual procedure. In fact, alot of changes happen for the amount of
  student bill from the faculty. Sometimes, every semester faculty did not
  hand in the bill specification on time and disrupt the payment setup because
  we have to re-send the payment data to the bank (semi automatic). More
  complaint from students, more and more changes happen, more frequent we have
  to re-send the data to the bank. One of Puskom staffs, as the operator for
  this system said:
  
  \textit{``..at the beginning, it's sound good anyway. But this simply move the
  workload from academic administration department to our unit (Puskom).
  And there is no appropriate incentive for us..''}
  
  \textbf{Purposes} : Handle the payment process every semester for tuition 
  and admission fee.  \\
  	\textbf{Functionalities}
  		\begin{itemize}
  		  \item Invoice Management of Students 
  		  \item Generating Data conform the bank format
  		  \item Generating report, list of invoice that have been paid, pending or
  		  not paid.
	  	\end{itemize}
	\textbf{Current Status} : Data Communication to the bank is manual.
	  	
  \item \textbf{Annual University WorkPlan System}. As a public university,
  every year university must hand in a work and budgeting plan for the year
  ahead to the government through ministry of education. Concequently,
  university have to collect all work and budgeting plan from units. To make
  it simpler and well documented, in 2007-2008, Planning division, Planning and
  budgeting department and IT Division designing and implementing the system.\\
  \textbf{Purposes} : Collect the work and budgeting plan from all university
  units, as a resource for making the university work and budgeting plan. \\
  	\textbf{Functionalities}
  		\begin{itemize}
  		  \item Manage the estimated revenue from admission and tuition fee based on
  		  estimated new students and existing students in faculties/departments
  		  \item Record work plan for year ahead and budgeting strategy based on
  		  revenue they get.
  		  \item Automatic estimated revenue sharing between university, institute
  		  and departments.
  		  \item Generating report, estimated revenue, work and budgeting plan. 
	  	\end{itemize}
\end{enumerate}

\subsection{Resource Management related systems}
\begin{enumerate}
  \item Human Resource Management System\\
  	\textbf{Purposes} : Manage the staffs administration and information
  	including employee grade and promotion\\
  	\textbf{Functionalities}
  		\begin{itemize}
  		  \item Manage staffs including IUD operation
  		  \item Generating report such as list of employee, vould be based on group:
  		  academic staffs, administration staffs, technicians etc. List of
  		  estimating retiring staffs.
  		  \item Sharing information about personalia to the staffs
	  	\end{itemize}
	  	
  \item Asset Management System\\
  	\textbf{Purposes} : Manage the asset owned by the university and keep track
  	of it.\\
  	\textbf{Functionalities}
  		\begin{itemize}
  		  \item Asset Management including IUD operation
  		  \item Generating report such as current status of asset
	  	\end{itemize}
\end{enumerate}

\subsection{University Supporting Systems}
\begin{enumerate}
  \item \textbf{Archival Research System} \\
  	\textbf{Purposes} : Manage all information about research currently and have
  	been done through research institute.\\
  	\textbf{Functionalities}
  		\begin{itemize}
  		  \item 
	  	\end{itemize}
	  	
  \item \textbf{Community Service System} \\
  	\textbf{Purposes} : Manage all information about current community service
  	and have been done through community service institute\\
  	\textbf{Functionalities}
  		\begin{itemize}
  		  \item
	  	\end{itemize}
	  	
  \item \textbf{Email Services}\\
  	\textbf{Purposes} : Official email services provided by university for
  	staffs and students.\\
  	\textbf{Functionalities}
  		\begin{itemize}
  		  \item 
	  	\end{itemize}
	  	
\end{enumerate}


\section{On-Going System}
There are some improvements made from existing systems to meet the requirement
in the organization and some new systems are under development listed as follow;

\subsection{Improvement Systems}
\begin{enumerate}
  \item \textbf{Online Course Registration in Academic Information System} \\
  	\textbf{Purposes} : Make it possible for students to register on a course
  	by them self.\\
  	\textbf{Functionalities}
  		\begin{itemize}
  		  \item students interface
  		  \item register and unregister course based on list of available courses.
  		  \item view academic progress. 
	  	\end{itemize}
	  	
  \item \textbf{Online Payment in Payment System} \\
  	\textbf{Purposes} : Make an automatic version of data transaction from
  	payment system into bank channel, back and forth.\\
  	\textbf{Functionalities}
  		\begin{itemize}
  		  \item 
	  	\end{itemize}
	  	
  \item \textbf{University Data Center} \\
  	\textbf{Purposes} : \\
  	\textbf{Functionalities}
  		\begin{itemize}
  		  \item
	  	\end{itemize}
	  	
\end{enumerate}

\subsection{New Systems}
\begin{enumerate}
  \item \textbf{Expense and income management system} \\
  	\textbf{Purposes} : Manage the real income and expense of the university,
  	in collaboration with the planning and budgeting system and payment system.\\
  	\textbf{Functionalities}
  		\begin{itemize}
  		  \item Manage the real income, supported by payment system
  		  \item Manage the expense for each unit, supported by the planning and
  		  budgeting system
  		  \item Generate report such as list of revenue and expense grouped by
  		  units.
	  	\end{itemize}
	  	
  \item \textbf{ICT Services} \\
  	\textbf{Purposes} : \\
  	\textbf{Functionalities}
  		\begin{itemize}
  		  \item
	  	\end{itemize}

  \item \textbf{E-Procurement System} \\
  	\textbf{Purposes} : Manage procurement process electronicaly\\
  	\textbf{Functionalities}
  		\begin{itemize}
  		  \item Publish information about new procurements.
  		  \item Manage tender process
	  	\end{itemize}

  \item \textbf{Disaster Recovery System} \\
  	\textbf{Purposes} : \\
  	\textbf{Functionalities}
  		\begin{itemize}
  		  \item
	  	\end{itemize}

\end{enumerate}

\section{Future System}
\begin{enumerate}
  \item textbf{Decision Support System (Executive Dashboard)}\\
  	\textbf{Purposes} : \\
  	\textbf{Functionalities}
  		\begin{itemize}
  		  \item
	  	\end{itemize}

  \item \textbf{Quality Assurance System}\\
  	\textbf{Purposes} : \\
  	\textbf{Functionalities}
  		\begin{itemize}
  		  \item
	  	\end{itemize}

  \item \textbf{Archive Management System}\\
  	\textbf{Purposes} : \\
  	\textbf{Functionalities}
  		\begin{itemize}
  		  \item
	  	\end{itemize}

  \item \textbf{Cooperation \& Collaboration System}\\
  \TODOwork
  	\textbf{Purposes} :  \\
  	\textbf{Functionalities}
  		\begin{itemize}
  		  \item
	  	\end{itemize}

  \item \textbf{Customer Service (Help Desk) System} \\
  	\textbf{Purposes} : \\
  	\textbf{Functionalities}
  		\begin{itemize}
  		  \item
	  	\end{itemize}

  \item textbf{Student Activities System} \\
  	\textbf{Purposes} : \\
  	\textbf{Functionalities}
  		\begin{itemize}
  		  \item
	  	\end{itemize}

  \item \textbf{University Data Center} \\
  	\textbf{Purposes} : \\
  	\textbf{Functionalities}
  		\begin{itemize}
  		  \item
	  	\end{itemize}

\end{enumerate}




\section{Research Method}
\TODOwork
